Office Coordinator
Wheel Wizard
Job Description
Job Description
Summary
The Office Coordinator owns the customer journey from first inquiry through invoicing, supports basic bookkeeping, and keeps day-to-day office operations running smoothly. This is a broad, hands-on role blending sales support, customer communication, front-desk reception, revenue tracking, and light administrative work. It suits someone highly organized and self-directed who is comfortable switching between client-facing, technical, and administrative work.
Key Responsibilities
Customer Relations & Front Desk
Greet customers on arrival and manage the check-in process
Respond to all customer and wholesale inquiries across channels, including the company's Google Voice line, email, and Facebook / Instagram messages
Conduct timely follow-ups with prospective and existing customers to move leads forward and maintain relationships
Sales Support & Lead Management
Enter and maintain all leads in the CRM (GoHighLevel)
Track lead-source acquisition and reporting through a dedicated spreadsheet
Prepare and provide estimates and quotes for retail and wholesale work
Schedule appointments, jobs, and personnel as needed
Billing, Bookkeeping & Revenue Tracking
Generate and send invoices for completed retail and wholesale work
Administration
Provide occasional administrative and HR support as needed
Maintain a clean, tidy, and organized office and reception area
Maintain and update the company website (Squarespace), including content, images, and page edits
Qualifications
Required
Experience with CRM systems (GoHighLevel a plus) and comfort managing data in spreadsheets
Strong written and in-person communication and customer-service skills
Highly organized with the ability to manage multiple responsibilities independently
Preferred (Nice to Have)
Basic bookkeeping or accounts payable experience; familiarity with QuickBooks
Experience with Google Workspace administration
Familiarity with Squarespace or similar website platforms
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